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System Audit Report

Date: December 16, 2025 Auditor: Gemini System Agent Scope: /Planning/ Knowledge Base (Systems 00-09)

1. Executive Summary​

The Operational Architecture has improved significantly since the last audit.

  • Resolved: The "Brand Voice," "LMS Infrastructure," and "Contractor Management" gaps have been filled.
  • Current State: The system definitions (Strategy) are strong. The focus must now shift to Policy & Assets (Security, Automation, and usable Templates).
  • Risk: We have "pointers" to policies (Security, Zapier) that do not exist. This creates a "False Sense of Security."

2. Status of Previous Critical Items​

  • ✅ Brand Identity: RESOLVED. Planning/02_Marketing/Brand_Identity_and_Voice.md is complete.
  • ✅ LMS Decision: RESOLVED. Planning/04_Fulfillment_Production/LMS_Infrastructure.md defines Thinkific.
  • ✅ Contractor SOP: RESOLVED. Planning/08_People_Management/Contractor_Management.md is complete.

3. Critical Gaps (High Priority)​

These issues create operational risk or "dead ends" in documentation.

A. The "Ghost" Policies (System 06 & 08)​

  • Issue: Contractor_Management.md relies on IT_Security_Policy.md, and Tech_Stack_Provisioning_Guide.md relies on Zapier_Automation_Overview.md. Neither file exists.
  • Risk: Contractors may be onboarded without actual security guidelines; Automations will be built without governance, leading to "Spaghetti Ops."
  • Remediation: Create these two core governance documents immediately.

B. Missing "Crisis" Scripts (System 09)​

  • Issue: Escalation_and_Exception_Handling.md instructs agents to use the "Incident Response Canned Reply," but this script is undefined.
  • Risk: During an outage, agents will freelance their communication, potentially damaging the brand.
  • Remediation: Create Planning/09_Support_Operations/Crisis_Communication_Templates.md.

4. Logical Breaks & Usability Issues (Medium Priority)​

These issues slow down execution.

A. "Meta-Templates" vs. Actual Templates​

  • Issue: Master_Template_Catalog.md describes what a template should look like (e.g., "Section 1: Executive Summary"), but it is not a usable template.
  • Impact: A user cannot "Copy/Paste" the Proposal or Project Charter. They have to read the description and recreate it.
  • Remediation: Create the actual Markdown/Text versions of key templates (SOW, Charter) so they can be copied directly.

B. "SOP" vs. "Overview" Balance​

  • Issue: Some folders (01 Management, 07 Accounting) are still heavy on "Theory" (Overviews) and light on "Action" (SOPs).
  • Remediation: Create at least one "Daily Action" SOP for System 01 (e.g., "How to Run the Weekly L10 Meeting").

5. Prioritized Remediation Plan​

Immediate Next Steps (Day 1 - Today)​

  1. Create Policy: /Planning/06_Administration/IT_Security_Policy.md (Define "Least Privilege," Password rules).
  2. Create Governance: /Planning/06_Administration/Zapier_Automation_Overview.md (Naming conventions, Error handling).
  3. Create Asset: /Planning/09_Support_Operations/Crisis_Communication_Templates.md (Outage emails, Chat scripts).

Secondary Steps (Day 2)​

  1. Create Template: /Planning/03_Sales/Course_Proposal_Template.md (Copy-pasteable SOW).
  2. Create SOP: /Planning/01_Management_Leadership/SOP_Running_Weekly_L10.md (Agenda & Script).

Housekeeping​

  1. Update Map: Ensure Systems_Map.md reflects the finalized Thinkific/Zapier decision if not already explicit.